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Program management is the cornerstone of a successful organisational strategy. It drives coordinated efforts across multiple projects to achieve long-term goals. Unlike project management, which focuses on the execution of one project, program management takes a higher-level view: it aligns interconnected projects to deliver an organisation’s benefits. In this article, we’ll explore the key aspects of program management, from its fundamentals to the best practices that can enhance your success in this field.
A program is a collection of related projects managed in a coordinated manner. The goal of a program is not just to complete individual projects, but to deliver broader benefits that align with an organisation’s long-term strategy. Like projects, programs are temporary and end when all associated projects are complete. However, because new projects can be added to a program, the duration of a program is often unclear from the outset. A program must also adapt to shifts in the business environment, which sometimes involves adjusting the scope of its projects.
Strong program management leads to more successful project outcomes, higher stakeholder satisfaction, and efficient use of resources.
To learn more the differences between project and program management, click here.
While a project manager focuses on the day-to-day execution of an individual project, a program manager oversees and coordinates a group of related projects. These projects are aimed at achieving strategic organisational objectives.
One of the primary responsibilities of a program manager is to define the program’s objectives and ensure they are aligned with broader business goals. They are also responsible for creating and maintaining a roadmap for the program. This roadmap should be broken down into individual projects. These projects should be interlinked and move towards a unified outcome.
As part of this, the program manager must allocate resources across the projects. To do so, the program manager must make sure that the necessary budget, time, and personnel are available. They work closely with project managers to ensure the project has the appropriate support and is moving forward as planned. They also track and manage risks, addressing potential issues that impact the program’s success.
Effective stakeholder communication is another crucial responsibility. Stakeholders include the program sponsor, project managers, project teams, vendors and clients. Program managers regularly update stakeholders on the program’s progress. They must ensure stakeholders are informed about any challenges or changes. This involves managing expectations and ensuring all stakeholders are aligned with the program’s goals and milestones.
In addition to managing ongoing projects, program managers focus on continuous improvement. They monitor the performance of each project, assess results, and suggest improvements to improve processes. The program manager must be an effective leader, guiding and motivating teams, and making sure that all projects within the program deliver value and meet deadlines.
Programs are managed in most Australian industries. For example:
The Sydney Metro is Australia's largest public transport project. The Sydney Metro is a standalone metro railway system that aims to provide faster and more reliable services. The program includes:
The Sydney Metro Program is also a ‘program’ not a ‘project’ because it delivers benefits beyond what any individual project could. For example, once completed, the Sydney Metro Program will improve transport capacity and connectivity across the city. Currently, Sydney’s train system can carry 24,000 customers per hour per line. When the Sydney Metro Program is complete, it will carry 40,000 customers per hour.
According to the Sydney Metro Corporate Plan 2022-24, the Sydney Metro’s other strategic objectives include delivery commitments, successful engagement, operational excellence, financial responsibility and organisational capability.
The National Broadband Network is an Australian government project which will provide high-speed broadband access across the country. The program involves many related projects, including the rollout of new fibre optic cables, satellite, and fixed wireless technology projects.
The goal is to provide faster internet speeds and improve digital connectivity across Australia. The NBN will deliver national economic benefits of $AUD 400 billion by 2030.
A builder or electrician managing the installation of solar systems across multiple residential properties is another example of program management. This program involves several related projects (each with unique time, cost and scope constraints) that must be coordinated. The program manager may attempt to secure cheaper solar panel supplies by purchasing in bulk. Alternatively, if the solar rooftop installer experiences a delay to one project (for instance, due to wet weather), they must communicate this to homeowners of other projects that may be delayed.
Program management comes with unique challenges.
Next, here are some best practices to help program managers achieve success.
All projects must be aligned under a unified vision. Clear objectives help keep teams focused and aligned with organisational goals. They ensure that every project contributes to the overall program’s success. These objectives should be SMART (Specific, Measurable, Achievable, Relevant, Time-bound). It is also vital to create a program management plan to set out objectives, milestones, deliverables and resource allocation.
Building strong relationships with stakeholders from the start is key to program success. Engage stakeholders early and keep them involved through updates. Proactive communication helps manage stakeholder expectations.
Using the right program management tools can streamline the program management process and improve collaboration. Project and program management software, collaboration tools, and data analytics can help you track progress, allocate resources, and communicate with your team. It has been estimated that 82% of companies use work and project management software.
Effective risk management is central to program success. By identifying risks early, you can develop mitigation strategies. A proactive risk management approach can help delivery when challenges arise.
Learning from experienced program managers can provide valuable insights and help you navigate complex challenges.
Formal education, such as an online, self-paced project or program management certification, can equip you with structured frameworks and methodologies.
Program management is a dynamic field. Attend workshops, webinars, and conferences to stay informed about emerging trends and new tools.
Program Management: Driving Organisational Success
Program management is more than just overseeing projects. Program management ensures projects are aligned with strategic goals and deliver measurable value. By understanding the key challenges and implementing best practices, program managers drive success.
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